Litigation Administrative Assistant

Nelson Mullins Riley & Scarborough, LLP•West Palm Beach, FL

50d•Onsite

About The Position

Nelson Mullins, an AmLaw 60 Firm, is seeking an experienced Litigation Administrative Assistant to support our National Civil Litigation Team in the West Palm Beach office. This is an excellent opportunity for a detail‑oriented, proactive professional who thrives in a fast‑paced environment and is committed to delivering exceptional service to attorneys and clients. In this role, you will provide comprehensive administrative and clerical support to a fast-paced litigation practice, working closely with attorneys and team members to ensure efficient case management and seamless coordination of all litigation activities. You will be responsible for drafting, formatting, and proofreading a wide range of legal documents, including court filings, discovery requests and responses, contracts, and correspondence, while maintaining accurate and well-organized electronic and paper files in NetDocuments. The position requires managing electronic filings in Florida state and federal courts through systems such as the Florida ePortal and CM/ECF, ensuring strict compliance with applicable rules, procedures, and judicial preferences. You will monitor court dockets and notices, track and coordinate deadlines using the firm’s docketing system, and assist with all phases of case preparation, including hearings, mediations, depositions, and trials by assembling binders, exhibits, and witness materials. Additional responsibilities include handling discovery materials, processing incoming and outgoing correspondence, and supporting document production and docketing requests. You will serve as a professional point of contact for clients, courts, vendors, and internal teams, while also coordinating schedules, maintaining attorney calendars, and arranging meetings, mediations, hearings, and depositions. The role also supports key administrative functions such as billing, time entry, expense processing, conflict checks, opening new matters with engagement documentation, and closing matters in accordance with firm guidelines. This is an in-office position requiring regular on-site presence.

Requirements

Minimum of three years of experience supporting attorneys in civil litigation matters in both federal and Florida state courts.
Demonstrated proficiency in preparing, formatting, and proofreading litigation documents.
Demonstrated proficiency in managing electronic court filings.
Strong ability to organize and track discovery materials.
Ability to manage high-volume document workflows.
Ability to review court filings while accurately processing docketing requests and deadlines.
Excellent written and verbal communication skills.
High level of professionalism when interacting with attorneys, clients, courts, and internal teams.
Strong organizational, analytical, and multitasking abilities.
Capacity to manage competing priorities in a fast-paced, deadline-driven environment.
Proficiency in Microsoft Word, Excel, and PowerPoint.
Familiarity with legal billing guidelines and client invoicing processes.

Nice To Haves

Detail-oriented.
Proactive professional.
Thrives in a fast-paced environment.
Committed to delivering exceptional service.
Highly organized.
Works collaboratively.
Anticipates needs.
Takes initiative.

Responsibilities

Drafting, formatting, and proofreading a wide range of legal documents, including court filings, discovery requests and responses, contracts, and correspondence.
Maintaining accurate and well-organized electronic and paper files in NetDocuments.
Managing electronic filings in Florida state and federal courts through systems such as the Florida ePortal and CM/ECF.
Monitoring court dockets and notices.
Tracking and coordinating deadlines using the firm’s docketing system.
Assisting with all phases of case preparation, including hearings, mediations, depositions, and trials by assembling binders, exhibits, and witness materials.
Handling discovery materials.
Processing incoming and outgoing correspondence.
Supporting document production and docketing requests.
Serving as a professional point of contact for clients, courts, vendors, and internal teams.
Coordinating schedules, maintaining attorney calendars, and arranging meetings, mediations, hearings, and depositions.
Supporting key administrative functions such as billing, time entry, expense processing, conflict checks, opening new matters with engagement documentation, and closing matters in accordance with firm guidelines.